Proposal Routing and Submission
How the ESPAS System Works
The ESPAS system is essentially an electronic "green sheet". The preparer enters proposal information into the ESPAS system and submits or approves the "form", thereby sending it forward for the next level of approval. ESPAS routing can be initiated by ORAS or by the Principal Investigator.
When initiated by ORAS, the Principal Investigator will receive an e-mail from ovpr.sponsored_programs_approval with the Subject, "Electronic Sponsored Program Approval System (ESPAS) Notice". The body of this e-mail message will read:
"Lesley Cephas has completed proposal, <NAME OF PROPOSAL>."
"Please login to the EPS System to review this submission."
The PI should click on the link in the e-mail message, sign in to the ESPAS system (using his/her UBIT name and password), and review the routing form by clicking on each module and reviewing the information contained therein.
Once the PI is satisfied that everything is in order, s/he will return to the "home" page for the routing sheet and click the approval button. This will send the approval form simultaneously to all of the co-investigators listed on the routing form.
As each co-investigator reviews and approves the routing form, each corresponding department chair will receive an ESPAS notice similar to the one described above.
Once all co-investigators and all department chairs have reviewed and approved the submission, the routing form will be sent to SPHHP Associate Dean Richard Donahue (as well as other Deans, if any co-investigators are from outside of SPHHP).
Once the submission is reviewed and approved by the Dean(s), ESPAS forwards the routing form to Sponsored Projects Services (SPS) for final review and approval. Once approved by SPS, institutional signatures on application face pages, cover letters, letters of intent to enter into a contract, etc. will be signed by SPS staff.
At any time during the routing process, the PI may log into the ESPAS system and check the status of the submission.
If a PI wishes to initiate ESPAS routing, follow these instructions.